20-07-2835TP Client Month Fuel Card System

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
Posted Date: Mar 22, 2020
Due Date: Apr 28, 2020
Solicitation No: RFP 535-1
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP 535-1
  • 20-07-2835TP Client Month Fuel Card System
  • Status: Open
  • Time Left:36 days
  • Closing: 4/28/20 12:00 PM
  • Issued: 3/20/20 3:00 PM
  • Last Amended:
  • Buyer:Trena Ponton
  • taponton@hanovercounty.gov
  • 804-365-6283

  • Issued By:Hanover County
  • Type:Request for Proposals (RFP)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: Hanover County, VA
  • PreBid Conference:
  • Open Responses: 4/28/20
  • Description:HDSS is seeking a cost effective and efficient fuel card administration system/program and associated monthly fuel cards for eligible welfare client recipients participating in special programs through the Virginia Department of Social Services. Fuel cards will be used by eligible clients to travel to and from work and/or job searches. Fuel only shall be purchased with the fuel cards and be accepted at a wide variety of fueling locations throughout the geographical area of Hanover County, Virginia, and abroad when deemed necessary by HDSS.

Attachments
Attachment Size Description Posted On Type
2835TP - RFP, Client Monthly Fuel Card System.pdf (510.84 KB) 2835TP - RFP Documents 03/20/20 Solicitation

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HANOVER COUNTY, VIRGINIA
REQUEST FOR PROPOSALS # 20-07-2835TP
Issue Date:
March 20, 2020
Title:
CLIENT MONTHLY FUEL CARD SYSTEM/PROGRAM - DSS
Commodity Code(s):
94635 Credit Card, Charge Card Services
95850 Fuel Management Services
Issuing Department:
Hanover County, Virginia
Finance and Management Services Department
Purchasing Division
7507 Library Drive, 2nd Floor
(Chenault-Weems Building)
P.O. Box 470
Hanover, VA 23069-0470
Location Where Service
Will be Provided:
Hanover County, Virginia
Hanover County Department of Social Services
12304 Washington Highway
Ashland, VA 23005
Period of Contract:
July 1, 2020 through June 30, 2023 (Renewable)
Sealed proposals shall be received by the issuing department prior to 12:00 PM, April 28, 2020 for furnishing the services
described herein.
All inquiries for information should be directed to: Trena A. Ponton, CPPB, Purchasing Officer Senior, (804) 365-6283 or
taponton@hanovercounty.gov. Inquires must be received no later than five (5) business days prior to the due date in order to
be considered.
In compliance with this Request for Proposal and to all the conditions imposed therein and hereby incorporated by reference,
the undersigned offers and agrees to furnish the goods/services in accordance with the attached signed proposal or as mutually
agreed upon by subsequent negotiation.
Name and Address of Firm:
Date:
eVA Vendor
Registration
ID
By:
Name:
Title:
Telephone No.
Signature in Ink
Please Print
E-mail Address:
FAX No.
This public body does not discriminate against faith-based organizations
RFP 20-07-2835TP
Client Monthly Fuel Card System/Program - DSS
Page 1
TABLE OF CONTENTS
1. GENERAL INFORMATION
3
2. STATEMENT OF NEEDS
3
3. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS
4
4. EVALUATION AND AWARD
6
5. GENERAL TERMS AND CONDITIONS
7
6. SPECIAL TERMS AND CONDITIONS
12
7. ATTACHMENTS
14
RFP 20-07-2835TP
Client Monthly Fuel Card System/Program - DSS
Page 2
1. GENERAL INFORMATION
1.1 PURPOSE: The purpose of this Request for Proposals (RFP) is to solicit sealed proposals from qualified
Offerors to establish a contract through competitive negotiations for a client fuel card administration
system/program, including providing the associated monthly client fuel cards for Hanover County Department
of Social Services.
1.2 COMMENCEMENT OF WORK: Prior to startup of contract, the Contractor shall meet with the appropriate
County staff to discuss responsibilities and other associated parameters and requirements under the contract.
1.3 COMMUNICATIONS: The Contractor shall designate and identify a point-of-contact (POC) for all daily
communications and assist Hanover Department of Social Services with administration of the system/program,
fuel cards, and other responsibilities under the contract (i.e. invoicing, billing, reporting, issuance of fuel cards,
etc.). The POC information should include a phone number(s), cell number, email address, etc.
1.4 BACKGROUND: Hanover County Department of Social Services (HDSS) HDSS offers benefit and service
programs with specific eligibility requirements or universal access for families (adults, children/youth, child
support FAQs, foster care prevention, SNAP/food stamps, Medicaid, heating/cooling assistance,
TANF/financial aid, child/adult abuse, neglect, or exploitation, etc.). HDSS divisions include;
A. The Benefit Programs Division administers programs that provide income support benefits to families and
individuals transitioning from dependency on public assistance programs to self-sufficiency.
B. The Self-sufficiency Unit determines eligibility for childcare and/or employment services through Virginia
Initiative for Employment not Welfare (VIEW) participation.
C. The Protection Unit handles child and adult protective services and adult services.
D. The Permanency Unit is responsible for foster care, foster care prevention, and adoption services.
E. The Children's Services Act Program, a collaborative system of services and funding that is child-centered,
family-focused and community-based to meet the needs of children, youth, and families
1.5 PRIMARY OBJECTIVES: HDSS is seeking a cost effective and efficient fuel card administration
system/program and associated monthly fuel cards for eligible welfare client recipients participating in special
programs through the Virginia Department of Social Services. Fuel cards will be used by eligible clients to
travel to and from work and/or job searches. Fuel only shall be purchased with the fuel cards and be accepted
at a wide variety of fueling locations throughout the geographical area of Hanover County, Virginia, and abroad
when deemed necessary by HDSS.
2. STATEMENT OF NEEDS
Services under the contract shall be inclusive of all costs for a turnkey” fuel card system/program (System), including
associated monthly fuel cards. Card management, including reporting and transaction responsibilities, shall be through
the Contractor’s website. HDSS will assume responsibility for administration of the system and distribution of monthly
cards to the participating HDSS clients.
2.1 SCOPE OF SERVICES: The Contractor shall have the ability to perform and provide:
A. System Administration:
1. Furnish programmed cards as needed to initiate service.
2. Provide a toll-free number for use in reporting lost, stolen and damaged cards.
3. Reissue cards to the County within 48 hours of notification by the designated County representative.
3. Offer 24/7/365 customer support.
RFP 20-07-2835TP
Client Monthly Fuel Card System/Program - DSS
Page 3
B. Monthly Fuel Cards: The initial quantity of cards will be approximately 100; however, the County makes
no guarantee of the total number of cards required under the contract. The number of cards may increase
or decrease depending on client participation.
1. Fuel cards should be a credit/debit type card requiring the use of a Personal Identification Number
(PIN). Clients should have the ability to make payment at the pump or at the register.
2. Restrictions: Cards should be restricted to the purchase of transportation fuel purchases only and
prohibit cash advances, the purchase of propane, tobacco, food etc. The program should allow for
adjustment to monthly spending limits or gallon allowances.
3. Activation-Deactivation: The Contractor shall provide a secure system for activation, deactivation, and
information updates. Card activation procedures should be user-friendly to offer a simple process for
the client.
a. Delivery: Following award of contract, the initial delivery of cards shall be within thirty calendar
days after requests are made by the County. Subsequent requests for cards should be processed
within ten calendar days.
b. Card Delivery Address:
Hanover County Department of Social Services
ATTN: HDSS Client Card Administrator
12304 Washington Highway
Ashland, VA 23005
4. The County will notify the Contractor when cards are required. Cards will be set-up for a specific
dollar purchase limit per card per month. On the 1st day of each month, the County will provide the
Contractor specific dollar amounts to be applied to each card. The initial dollar value to be placed on
cards will be $50.00; however, the County makes no guarantee of card usage. The volume may increase
or decrease depending on the number of participating clients and available funding.
C. Invoicing and Reporting: Invoicing and reporting should allow;
1. The County to manage accounts at its own convenience.
2. Tracking of purchases by vehicle or card for spend, mileage, economy or even out-of-route fueling.
3. Monthly statements showing fuel purchases and applicable taxes per card. The statement will identify
fuel cost by the price/gallon and the number gallons by month and separated from applicable taxes.
4. Standardized or customized reporting provided manually or electronically.
5. Exception reporting based upon predetermined parameters.
6. Receipts provided to cardholder at the time of sale that include a) date & time of transactions; b)
location; c) type of fuel dispensed [grade of fuel]; d) amount of fuel dispensed [number of gallons]; e)
price per gallon [applicable taxes identified separately]; f) total dollar amount; and g) card/cardholder
identification.
3. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS
3.1 GENERAL INSTRUCTIONS
A. RFP Response: In order to be considered for selection, Offerors must submit a complete response to the
RFP as follows:
1. One (1) original, so marked, and five (5) copies of each proposal.
2. A digital version of the proposal in PDF or DOC format on a CD or USB.
RFP 20-07-2835TP
Client Monthly Fuel Card System/Program - DSS
Page 4
3. If the Offeror determines that part or parts of its proposal are trade secrets or proprietary information
that is not to be open to public inspection, the Offeror must submit an additional digital copy of its
proposal that eliminates such part or parts. This copy shall be identified with the words REDACTED
COPY” and be submitted on the same CD or USB.
B. Proposal Preparation:
1. Proposals shall be signed by an authorized representative of the Offeror. All information requested
should be submitted. Failure to submit all information requested may result in Purchasing requiring
prompt submission of missing information and/or giving a lowered evaluation of the proposal.
Proposals which are substantially incomplete or lack key information may be rejected by the County.
Mandatory requirements are those required by law or regulation or are such that they cannot be waived
and are not subject to negotiation.
2. Proposals should be prepared simply and economically, providing a straightforward, concise
description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on
completeness and clarity of content.
3. Proposals should be organized in the order in which the requirements are presented in the RFP. All
pages of the proposal should be numbered. Each paragraph in the proposal should reference the
paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph
number, sub-letter, and repeat the text of the requirement as it appears in the RFP. If a response covers
more than one page, the paragraph number and sub-letter should be repeated at the top of the next page.
The proposal should contain a table of contents which cross-references the RFP requirements.
Information which the Offeror desires to present that does not fall within any of the requirements of the
RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated
as additional material. Proposals that are not organized in this manner risk elimination from
consideration if the evaluators are unable to find where the RFP requirements are specifically
addressed.
4. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of
requirements. "Must" and "shall" identify requirements whose absence will have a major negative
impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly
desirable, although their absence will not have a large impact and would be useful, but are not
necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items
may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements.
The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove
that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors
proposal.
5. Each copy of the proposal should be bound or contained in a single volume where practical. All
documentation submitted with the proposal should be contained in that single volume.
6. Ownership of all data, materials, and documentation originated and prepared for the County pursuant
to the RFP shall belong exclusively to the County and be subject to public inspection in accordance
with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by
an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act;
however, the Offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing,
either before or at the time the data or other material is submitted. The written notice must specifically
identify the data or materials to be protected and state the reasons why protection is necessary. The
proprietary or trade secret material submitted must be identified by some distinct method such as
highlighting or underlining and must indicate only the specific words, figures, or paragraphs that
constitute trade secret or proprietary information. The classification of an entire proposal document or
prequalification application, line item prices, and/or total proposal prices as proprietary or trade secrets
is not acceptable and will result in rejection of the proposal. If, after being given reasonable time the
Offeror refuses to withdraw an entire classification designation, the proposal will be rejected.
(Reference Attachments)
RFP 20-07-2835TP
Client Monthly Fuel Card System/Program - DSS
Page 5

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